Subscribe to our monthly newsletter

5 things you can do to finish your workday on time

Almost everyone at some point in their career has found themselves working late. Finishing your workday on time can help you to be a happier and ultimately better employee. This isn’t to say that there aren’t occasions when staying late can’t be avoided, but there are things you can do to finish your work day on time. Here are five tips to help you work more efficiently.

Prioritize your tasks

At the start of the day scan your emails for important communications and leave the rest for later in the afternoon. Make a “to-do” list with high priority tasks planned for the beginning of your day. Focussing on the most urgent tasks first will ensure you get them done on time. 

Break large tasks up

Dealing with the thought of a complicated or large task can feel overwhelming and lead to procrastination and working late. Break large tasks in smaller, more manageable ones. For instance, if you have a presentation due, focus on individual sections; at the end it will all come together.

Be realistic when estimating time

It’s important to give yourself an realistic estimated time for completion of projects. Underestimating your time will leave you struggling to get the project done, which can lead to stress in your attempts to complete it. Conversely, if you overestimate the time it will take to finish a task, it may lead to procrastination and delaying finishing other projects. 

Using the Timeular Tracker can help you see exactly where your time goes. Its to-the-minute accuracy and rich analytics allow you to easily quantify how much time distractions cost and plan future projects with a higher degree of precision. 

Learn to deal with interruptions

Interruptions cannot be avoided, but too many can have a significant impact on productivity. Interruptions can cause you to lose your enthusiasm about completing a task. It also can take some time to get back into a working rhythm, leading to frustration and more time needed to complete your work. 

Determine what your most common types of interruptions are and develop a solution to control them. For instance, if you find yourself constantly checking your phone for new messages, put the phone in a drawer. In such a situation, out-of-sight may mean out-of-mind. Some things you can try to avoid interruptions may also include:

  • Turn off all notifications for text messages, emails and instant messages
  • Find a quiet area in the office to work
  • Only check messages after completing a task
  • Wear headphones to block out outside noise

Ask for help

It’s completely natural to think that you can handle all projects thrown your way, but in most situations, there are times when it isn’t feasible to do everything. The easiest way to learn to ask for help is by helping colleagues when possible; not only will you show that you are willing to offer a hand, but it will reduce your apprehensions about asking for help when you need it.

Sometimes the most important thing you can do when it comes to managing your time and getting work done is by learning to say no. It’s part of prioritizing what you need to do to get things done. Do not agree to any tasks that will interfere with your schedule.

Patrick Bailey is a writer in the fields of mental health, addiction, and living in recovery. He attempts to stay on top of the latest news in the addiction and the mental health world and enjoy writing about these topics to break the stigma associated with them.

Helping the Austrian Red Cross keep track of time

With over 50 district offices spread across 150 locations, the Austrian Red Cross is one of Austria’s biggest organisations. Its size and scale presents a huge logistical challenge for head office to understand exactly how time is being spent by its employees and volunteers.

The IT department at the Austrian Red Cross in Lower Austria bills its time to-the-minute worked per office. They started using Timeular after conducting a search for a time tracking solution that was simple to use and would ensure to-the-minute accuracy.

“We were looking for a solution from the EU – if possible from an Austrian company. It was through an external partner that we came across Timeular.”

Since adopting Timeular, the team has been able to improve the efficiency of their operations and keep exact time records of work performance, anytime and anywhere – whether it’s the IT department, urgent action team or sales representatives.

Timeular’s Shared Spaces has made it possible for the team to track time together and get insights highlighting exactly much time is been spent on projects. Within a Shared Space (eg. one location), the team admin is able to set activities for other team members to track their time against. This allows Austrian Red Cross HQ to exactly see how much time is being spent on specific activities and campaigns. The 24 hour delay of analytical data to Shared Spaces admins ensures that no members of the team feel micromanaged. The feature also builds confidence around privacy. 

The Austrian Red Cross in Lower Austria also use the data from the Timeular analytics dashboard to evaluate team performance and increase transparency around their billing processes. 

“Thanks to the very precise time recording, we can present our expenses transparently and make the costs comprehensible. This strengthens trust in our department.”

Timeular has brought with it many benefits to the teams at the Austrian Red Cross. Above all, it means staff can now spend more of their time where it is needed most – helping people in crisis, both in Austria and around the world.

Hundreds of organisations around the world are benefitting from introducing Timeular into their working practices – helping them to better understand how time is spent and optimise their operations. If you’d liked to find out more about how Timeular can help your team, our sales team are available to discuss everything from arranging a pilot or demo, to any questions you have about our platform.

Fill in the form below to find out more.

Kickstart your productivity

Do you have a busy schedule and struggle to remain productive throughout the day? Or maybe you find yourself being easily distracted by emails when you really should be finishing off that presentation? If this sounds familiar to you, there’s a simple technique that can help you take back control of your time and keep you on track to achieve your goals.

Introducing time blocking allows you to live proactively rather than reactively – giving you the time and space to tackle the most important tasks without losing focus or being easily distracted.

What is time blocking?

Time blocking is the practice of designing a plan for every task you intend to accomplish by the end of the day – assigning a specific start and end time for each activity. Filling your calendar with tasks you want to attend to will help you maintain focus and avoid distractions.

Here’s 5 steps to get started:

1. Start with priorities

Ask yourself why you need to use time management tools. Identifying priorities and goals will help you decide what to put on your schedule and where to allocate time blocks throughout the day.

2. Develop a booked template

Creating time blocks creates a structure to manage your time throughout the whole day. Don’t miss a step, not even the morning routine. It’s also important to allocate blocks to disconnect yourself from work and make time for family, friends and hobbies.

3. Dedicate time for shallow and deep tasks

After taking care of your personal priorities, it’s time to plan your workday. Dedicate enough time for deep tasks such as reading and writing. If possible, rise early and start your day by tackling meaningful work before you have breakfast. Then attend to your daily work and remember to set one hour aside to look at your emails. Make sure you allocated blocks for your productive work as well to enhance productivity.

4. Include blocks for reactive daily tasks

For time management tools to work, you have to be realistic with your time. Remember, there will be distractions such as calls to make, emails to answer, and meetings to attend. Time blocks can help you decide when to pay attention to a certain task rather than allow yourself to be distracted by something else.

Keeping your email inbox closed until the time you have set aside for emails will help increase your productivity too. You should also allocate dedicated blocks in your calendar that indicate when people can book you for meetings.

5. Have a-to-do list everyday

Create a do-to-list every day and fill the tasks into the suitable slots. Remember to separate shallow and deep tasks. Create a schedule that fits your lifestyle.

Developing a time blocking system can prove a highly effective method in helping you make better use of your time, putting you in control of your working day and finding the space for the most important things in life.

Learn more about using Timeular for your team

Kevin Devoto is a business consultant specializing in CRM and sales. He’s helped being multiple startups and currently freelances as a writer and personal consultant.

Agency life made easier

Working at an agency can be stressful. Having numerous clients and various daily tasks means it’s easy to lose sight of where time goes and bill accurately. Facing this challenge led Alex to introduce time tracking to his team at O’Brien Media, an award-winning website design company that develops digital marketing solutions for businesses across the UK.

“Given our philosophy of being extremely flexible and responsive, it’s important to have the ability to review our workload and ensure that time is being spent in the right places.”

Juggling different workloads

One of the main challenges the team at O’Brien Media faced was to accurately track their different workloads. The need to stop and record each time one switches tasks was distracting and cumbersome.

That led Alex to start using Timeular, and soon everyone else on his team was doing so too. Timeular has made it easier for them to jump between tasks as often as they need to, without losing focus. The reporting dashboard also shows them exactly where every minute of their working day is spent.

Timeular has entirely replaced the timesheets that most of us used to use.  Every other time tracking solution we have tried has proven to be unwieldy compared to pen and paper. After a week of Timeular, everybody became an instant convert!”

Track time to make sure it is spent right

Unlike some other agencies, O’Brien Media operates on a highly flexible schedule, so Timeular has proved particularly effective in helping them monitor the breakdown of their working day. It also helps them ensure they are not spending too much time on the tasks they enjoy most, and dedicate sufficient time to the most important tasks for the company.

The data in the app dashboard also allows Alex’s team to see the breakdown between client work, development, admin and marketing. Timeular has also helped to address time sinks and improve their ability to forecast timelines for new projects. 

Timeular is a godsend for people like me who get easily distracted. No longer will I look back at my day and say “what was I doing between 10 am and 1 pm?”

Alex’s tip:

Log every second, review regularly. At the end of the week, Timeular can help you and your team to review where your time was going. It’s a great recap and a good way to look back at your week together!

Learn more about using Timeular for your team

Improvements to Public API, Shared Spaces and search

As we look to continually improve our core product, we’re delighted to share details of a major update to our public API. We’ve also implemented an overhaul of the analytics filter, and enabled an additional export option for your data.

More API endpoints and shiny new documentation 🤝

The Timeular Public API v3 documentation page has been revamped, improving the structure and making it easier to navigate and understand. Shared Spaces is also now available via the API, meaning that businesses can easily extract team data in a Shared Space.

Visit our public API documentation page to get started.

Improvements to our API

Earlier this year we launched Shared Spaces, giving you the ability to create a common data structure to track time together and create insightful reports. 

It’s now possible to access the data related to Shared Spaces via our public API with the following endpoints: 

  • We’ve added a “me” endpoint to retrieve information about the current user.
  • We’ve adapted the “Generate Report” endpoint so it includes data from Shared Spaces.
  • We’ve added a new “All data as JSON” endpoint where users can fetch all the data they have access to. This includes the data from their private and from their Shared Spaces.
  • We’ve added a new “Spaces with members” endpoint where users can fetch the personal and shared spaces for the current user, with the members and retired members for these spaces.

Shared Spaces mean that everyday tasks like timesheet management, billing projects, checking a project’s profitability and improving future estimations, have become more effortless than ever. 

If you haven’t already tried out Shared Spaces, this webinar gives a great overview of how to get the most out of it.

In addition to adding Shared Spaces access to our public API, we’ve also made a number of quality of life improvements:

  • We’ve removed the unnecessary activityID from the “stop tracking” request.
  • We’ve removed the unnecessary activityID  from the “edit tracking” request..
  • We’ve added a new section dedicated to Tags and mentions. It’s now super easy to create, edit and delete them

** Please note, with this release we’ve deprecated v1 of our public API. This deprecated version will be sunset at the end of 2020, so please make sure to switch to v3 until then.**

What else is new? 😎

More flexible and intuitive filters
We’ve revamped the filters on the analytics page, making it easier for you to dive into your data. There are more opportunities to filter your stats too – e.g. you can now search for entries that have either #this or #that tag, whereas before you could only search for entries that had both of them. 

PDF exports
If you’re a Pro user, you now have the option to export your data as PDF reports (just select from the dropdown in the top right corner of your analytics page). Give it a try. Who knows, it could be the most impressive time report your client or manager has ever received!

Auto-updates to avoid long interruptions
We’ve also improved the auto-updater, making it simpler than ever to update the app and ensure you have the latest features.

What’s in the pipeline? 🚀

If you’re interested in seeing what we’re currently working on, head over to the Public Roadmap. You can submit your own feature or integration requests and help us prioritize things by placing your vote.

Looking for extra guidance? 🤔

We’re always on hand to help you get the most out of Timeular. There are a number of articles and how-to guides at our Help Center, and our support team are also available to help you troubleshoot any other issues you run into.

Make your time fly – in a good way,
Team Timeular

Optimising HR management using time tracking

As a Human Resources Manager, it’s important to be able to designate time to specific clients and projects. Working from home, you can sometimes feel like you’re consumed on a continuous string of tasks, yet nobody knows where your time has gone. This can be frustrating if other departments question where the time has gone and you don’t have a clear record of your activities.

This was the challenge facing Tiffany, the founder of Pitch HR. Her role includes providing human resource management and services like resume crafting and interview coaching. 

Increasing transparency

Many of the business leaders that Tiffany works alongside are keen to gain broader insights into employee focuses to help them understand cross-functional priorities and where time is spent. “Transparency is a major part of many company cultures and Timeular helps provide an easy-to-implement solution”, she says.  

Time blocking 

Before using Timeular, Tiffany attempted to track her time using her Google Calendar by adding time blocks manually. She found this time-consuming and harder to provide insights for the week. By tracking each activity with her Timeular Tracker, she can now show exactly how much time is spent working on the different companies she supports.

On a personal level, time tracking has given Tiffany peace of mind on the occasions when she works less than 8 hours, because she has proof of 12 hour days as well.

“Using Timeular means I can keep my work hours in check for a better work-life balance. In a previous role, I worked continuously for 50 to 70 hours sometimes and at the end of the week had no idea where my time went. Now, I can monitor and cap myself when needed. I can also force myself to unplug for breaks and be at peace knowing that I can review the time I actually spent being productive and dedicated to clients needs.”

Tiffany's Timeular Tracker

Know exactly where your time has gone

There are roles in a company where it’s easy to know whether someone is doing their job or not. With a project or presentations, it’s easy to provide visibility. The variety of tasks facing HR teams mean it’s not so simple. The data from Timeular provides a visual reminder to other employees, to see what you are working on at any given time.

 “I just wish I knew about Timeular before now. It’s such a powerful tool and would have spared me unnecessary fatigue and hours wasted on pointless conversations with managers/leaders who didn’t have knowledge of the impact and reach of small HR teams.”

A game-changer 

Introducing Timeular into her working life has had a transformational effect upon how Tiffany works.

Timeular is a game-changer.  Timeular has so easily become ingrained in my routine. With just a flip of the Tracker I can switch gears and prove I’m bringing value to any organization and maintaining productivity levels. I don’t need to take notes and prove that I’m working. For anyone who works for a micromanager, this will make life so much easier. Make the small investment for a big return!”

If you’re an HR professional and interested in finding out how Timeular can help optimise your operations, please complete the form below and a member of our sales team will be in touch.

How time tracking can help grow your business

No matter the size of an organisation, having a solid financial grounding is essential to harvest long-term sustainability and growth. A lack of cash flow is the most common reason for a small business failing, making it critical for entrepreneurs to understand what tools are available to help them optimise operations and stay afloat.

Introducing time tracking can provide invaluable insights for a business owner, helping them improve all aspects of how their organisation operates – from increasing employee efficiency, to more effectively managing money and time.

Improving billing accuracy

Understanding the time employees spend on different tasks can help increase the number of billable hours and make the billing process simpler and more accurate. If workers are spending the majority of their time on one client, it stands to reason that this client should be charged more than one that gets less attention. Or maybe the hours required for employees to complete projects are not covered by client bills, in which case increasing the cost or limiting the scope of offerings will maintain positive cash flow. These are all insights that can be gathered by implementing time tracking into an organisation.

Just be sure to communicate any changes with your customers as soon as you can to maintain a positive relationship with them– even during times of social distancing. Remote communication services like Zoom and Slack can allow you to explain needed changes to your customers and work through any updates to your contract so you can both hit your goals.

Informing budgeting

Understanding where your business needs more financial attention and where you can better direct resources is another aspect where time tracking can help. The insights allow you to know exactly where workers are spending time and make better informed decisions on where to allocate budgets. For instance, if workers are spending more time at their computers to complete projects, then perhaps you should consider increasing the budget for IT support to ensure nothing gets in the way of them finishing their work.

Once you have this information, create a budget that reflects the unique needs of your business. Then, you can use a digital bank to make sure the process is sustainable in the long-term.

Optimising operations

Time tracking can also help you understand which accounts need more resources and inform hiring strategy. Optimising your operations will lead to long-term productivity increases amongst staff and keep customers satisfied.

If you need additional support with employee management, consider gathering qualitative data from your staff. Send out an anonymous survey to your workforce that forces them to dive deeper into how they feel about resource allocation, expectations, and support availability. This will help ensure you’re getting honest feedback on how to best focus your personnel-focused finances.

No matter what stage a business is, there are constant challenges in helping to fuel growth and provide value to customers. A thorough understanding of the way time is spent within the business is the key to growing efficiently. Introducing time tracking is a simple measure with far reaching benefits and can help set the business up for financial success.

If you’re looking to grow your business and optimize operations, we can help you organize a pilot/demo and discuss in more detail how Timeular can help you. Please complete the form below and a member of our sales team will be in touch.

Making your time count when working from home

Finding balance in our day-to-day lives is something that many of us strive for. Every day we are forced to make thousands of different choices; from deciding when to get up, what to wear and have for breakfast, to which news channel to watch before getting down to work.

Human behaviour is guided by actions that provide you with a positive result. When this happens, you strengthen that response mechanism like a muscle and are more likely to respond in a similar way in the future. Your behaviour has been reinforced!

But when faced with a range of options, particularly when working from home, how do we respond in the most productive way?

The matching law

Behavioural science shows that we choose to complete one action instead of another, based on four elements (a theory known as the matching law). The influencing factors are; reward, effort, delay and quality.

We are more likely to do something productive when

  1. It consistently achieves positive results = high rate of reward
  2. You don’t have to put much effort in (life’s busy!) = low effort response
  3. There is no waiting around, you can see the positive impact instantly = no delay reward
  4. You get a big payoff for boosting your productivity (e.g. it saves you a ton of time) = high quality reward

Make your time count

One way you can improve productivity is through time tracking. This involves using a device to record the amount of time you spend on tasks throughout the day. Time tracking helps you understand where you are draining your time, and the insights can help you put priorities in place to direct your efforts to the really important stuff.

Despite the benefits, not everyone tracks their time. Why? 

The matching law can explain

Some time tracking tools can be difficult to use. They don’t always record your tracked behaviours accurately (low rate of reward). They can require long daily sessions of inputting data and are not fun to use (high effort).

Apps can be slow to load results, meaning you have to wait longer to see your progress (long delay) and those results might be poorly detailed (low quality reward).

All of these factors combine to make time tracking seem more effortful than efficient.

When I came across Timeular, it changed my perspective on time tracking. I quickly realised that the Timeular Tracker includes all of the qualities which behavioural science shows is necessary to strengthen time tracking behaviour.

  • The Timeular Tracker reliably records each task you have been working on
  • It’s unique and customisable design is easy to use (just flip the Tracker to record a new task)
  • Results are available to view quickly via your smartphone or the desktop app
  • The graphs and information are rich in detail, showing you exactly how you have managed your time. The ultimate reward for your time tracking ambitions

Achieving the ideal work-life balance is always going to be a challenge. But now I have the knowledge and the tools to start tracking my time and make every minute count.


Bethany Marie is the founder of Behaviour Babble, a blog that aims to make psychology simple and show how you can apply it to enhance aspects of your life.

Finding time for creativity

For anyone working in the creative industry, the challenge of effectively managing multiple projects will be a familiar one. In a busy work environment it’s easy to lose track of where time is spent, particularly when working across projects simultaneously.

Fidel Bums works as an Art Director at Art Meets Education, an NGO providing education for children through photography. He started using Timeular to help him understand exactly where his time goes and improve efficiency.

Timeular an integral part of Fidel’s routine

At the start of each day, Fidel checks his last mails, protocols, and tasks to be done. He then prioritises them and starts to work off that list.

He uses the Timeular Tracker to account for his time on each activity. If he is away from his workplace, he uses the Timeular mobile app (available on both iOS and Android). Fidel has set each side of his Tracker to a different project or client. Within the app he uses a hashtag to specify what he is working on depending on which side is facing up (e.g. “clientA” (side of the Tracker) and the hashtag #call (or #mail, #feedback-rework, #briefing etc). In his workshop he’ll use the #workshop hashtag and write a note about the task.

More accurate invoicing

Once he has finished a project, Fidel checks the overall time he has spent on it, including the concept and layout phases. This makes it easy for him to accurately bill for private projects. For his work at Art Meets Education, he simply sends in his total time (available as a PDF export in the app) to the company’s finance department.

“I like to keep track of what I spend my time on, optimize that, and work even more efficiently. With the Tracker on my desk I am reminded to turn it around when I switch between tasks. I even track a 5 minute feedback task, and if I forget to turn the Tracker then I have set a reminder to get notified.”

Never forget time tracking again

Fidel has increased the efficiency of his work since using Timeular. As a case in point, he now takes over the moderation of meetings to increase productivity and ensure no one’s time is wasted. Better timekeeping has become a mantra for him in his professional life.

“If you want to work on a professional level, take the time to keep an eye on your time.”


Fidel Bums is the Art Director of Art Meets Education, an organisation that encourages children to follow their inner impulses with the camera in their hands. His role includes leading their design department and being responsible for corporate identity, communication media print and their online presences.

How Timeular has helped Miba optimise their operations

Miba is an economic powerhouse in Austria, employing more than 7,500 people and generating almost €1bn in revenue. Whilst you may not have heard of them, the chances are you’ve travelled on a bus, had goods delivered in a truck or flown in an aeroplane that contains one of their engineered components.

Nestled within Miba are a busy nine-person group finance team juggling a variety of services and projects. As an internal service provider, their ‘customers’ are other internal teams. To become more transparent with customers about how time is allocated and spent on projects, they needed a solution that made capturing and reporting on project time effortless and accurate. Previously, simplified internal time tracking tools were employed but proved to be cumbersome and not transparent. Enter Timeular.

Timeular is the easiest way to track time. The 8-sided physical Timeular Tracker makes time tracking simple to collect, minute-precise and with fewer forgotten or lost entries. This happens all without a manual spreadsheet insight. The Tracker automatically populates a timesheet in the Timeular app and the underlying data is turned into meaningful insight.

Optimised operations

The group finance team at Miba are using the Tracker to make capturing time a breeze. By making use of tags within the Timeular platform, the team is able to assign each time entry to services and projects. The result is instilled transparency and accuracy to their internal customers.

Learn more about using Timeular for your team

Tackling the challenge of better time keeping

Architects frequently face the challenge of providing clients with fair and accurate estimates of hours worked on projects, in addition to estimating hours needed for fixed price packages. Companies operating in the Netherlands are also required by tax authorities to demonstrate that employees work more than 1225 hours per year. It was this dual challenge that led Guidy Reijmer at Daktuin Design to discover Timeular. 

Tracking tasks away from the computer

In finding which activities to track, Guidy spent a week checking which tasks she performs when she is away from the computer. She previously forgot about these tasks, because she did not keep track of them. She then put these tasks and her most common other ones on the Timeular Tracker and ended up with calls, sketching, sales, marketing/social media, email, quotes, design, implementation, guidance. 

She uses the Timeular Tracker in the living room to track smaller daily tasks like calls, visits and sketches. Work done on the computer is tracked using the desktop app. When she is on the road or at the construction site, the Timeular mobile app captures her time and shows her exactly how her time is panning out.

Keeping track of the little things

Accurately accounting for billable hours is a common issue facing many people in their working lives. Calls and desk chats are often forgotten but are just as valuable, and should be charged to the client too.

“recording that time and calculating it made me recoup the Timeular Tracker in a week”. 

Guidy now has a more honest picture of how much time she spends on each project, including calls, quick questions, commuting time, and sketching.

“Since I started using Timeular I have about one hour per day that can be billed extra.”

Using Timeular has also helped Guidy experience another benefit: better focus. When she first started using the tracker, Guidy had time entries of only 5 minutes or less. Every time she received an email or a call with a new task, she immediately picked it up. Seeing her Timeular analytics made her realise how un-constructive her time was, allowing her to make the changes necessary to increase her productivity.

“I switched to a priority schedule and a to-do list for the day. This way I keep my flexibility but it is a bit more concentrated.” 


Bio
Guidy Reijmer is as an architect and counsellor at Daktuin Design. In a greener city, people can be happier and healthier. With the design and advice for roof gardens, green roofs, and green walls, she contributes to a happier and healthier society.


Has using Timeular had a positive impact on your life? We would love to hear your story!

Timeular 3.2 – introducing offline tracking 🛬

Let’s face it, internet connection problems happen and sometimes we’re working in places where we can’t rely on a secure data connection. But work still happens and time still needs to be tracked, which is why today we’re delighted to announce support for offline tracking with Timeular.

Highlights

  • Continue to track time entries when offline
  • Entries are synced when you’re back online
  • Resolve any entries that conflict
  • Designed for when you’re working remotely or your internet drops

How does it work?

If you lose your data connection whilst tracking, our app will notify you that you’re now working offline. You’ll notice that any entry tracked prior to going offline will be locked and become editable when you’re online again.

When offline, you can carry on tracking time and the entries will be synced when your device is back online. Offline entries are easily identifiable until they’re synced.

If you happen to create overlapping time entries whilst offline, when the app syncs again you’ll be notified of the conflicts and invited to resolve them.

Hopefully your internet dropping isn’t such a regular occurrence that you need a ‘Fix internet’ activity on your Tracker, but if we’re going to get all meta about it then with today’s release you can now feasibly track it.

Demo – watch how offline tracking works

What else is new in 3.2?

Alongside from offline tracking, here’s what else to expect with the latest release:

Better weekly goals

In our first evolution of weekly goals you can now exclude certain activities from the weekly goal (for example Distractions or Coffee time), giving you a more accurate picture of your weekly time goals.

Tag improvements

We’ve made two changes to tags. Firstly we’ve made it quicker for you to find the right tag – instead of typing #/@ and a letter to bring up matching tags, now you just need to type #/@ and we’ll show you the list. We’ve also taken a small step to help you categorize your data better. Before, the “Create #newtag” action preceded the list of your tags. Now we’ve put the action at the end of the list, promoting nice, structured data.

Fill gaps on double-click

Mind the gap! When you have a gap in between time entries like this…

Now all you need to do is double click the space and you’ll be invited to create a time entry filling the time of the gap.

SupportForLongerActivityNames

For the wordier activity names, we’ve extended the visible activity length so you can find the right one quicker.

Time entry longer activity names

Any questions?

For further guidance on getting the most out of the platform, head over to our Help Center for advice and answers from the Timeular team.

The easiest way to reduce stress

Let’s start with a really short anatomy lesson.

Some of the critical processes in our body run on autopilot which is why we don’t have to think about blood pressure, body temperature or breathing rates. They happen automatically due to the autonomic nervous system.

Autonomic nervous system

The autonomic nervous system is comprised of two main systems:

  1. Sympathetic nervous system
  2. Parasympathetic nervous system

The sympathetic nervous system orchestrates what is often referred to as the fight-or-flight response when you are under stress. It increases your heart rate and blood flow, quickens your breath, and dilates your pupils.

The parasympathetic nervous system, on the other hand, is sometimes called the rest-and-digest system. After the activation of the fight-or-flight response, this system slows your heart rate and lowers your blood pressure to bring your body back to a relaxed state.

Now you’re probably thinking…okay, sounds good. But how do I access that system that’s going to calm me down?

Breathing

Deep belly breathing, also referred to as diaphragmatic breathing, activates the parasympathetic nervous system. You may be familiar with this type of breathing if you practice yoga or meditation.

Simply stated: taking deep breaths will help stop the flow of stress hormones and calm you down.

How to do deep belly breathing

  • Sit in a chair, with your feet firmly planted on the floor. Keep your spine straight, your shoulders, head and neck relaxed.
  • Breathe in slowly and deeply through your nose so that you feel your belly expand.
  • Exhale slowly and completely (through either your mouth or nose) drawing your navel in towards your spine.
  • Try to extend the length of the exhale to be longer than your inhale.
  • Repeat 3-5 times.

This short exercise will take you about 30 seconds and can result in many benefits, including slowing down your heart rate, lowering your blood pressure, reducing the flow of stress hormones, and greater focus.


Sharon Danzger is the founder of Control Chaos and author of ‘Super-Productive: 120 Strategies to Do More and Stress Less‘. Her firm helps clients improve personal productivity, performance, and well-being through corporate training as well as individual and group coaching.

How to use Timeular as a reality check

Like many small businesses owners, Richard Taylor always found more things to do in any given time than he could necessarily manage. Even though he doesn’t bill by the hour, he was interested in finding out exactly how he spent his time.

“It’s critical for me to be able to see how much time went where, and being brutally honest, if I’ve wasted time.”

In client discussions he found it helpful to have a documented timeline of “what happened with whom and when”, allowing him to offer maximum transparency to customers. 

Richard initially purchased a Timeular last year, but it was the Covid-19 outbreak that led him to take a closer look at his working patterns when he was forced to work from home. Facing the challenge of staying productive in a home environment made him understand the importance of time management. That’s when he became a full-time Timeular user.

I wish I’d started earlier. It’s so easy and quick to set up that I didn’t really need much in the way of guidance.”

Richard's workspace

Planned tasks vs reality check

Richard tries to plan his day in detail at “close of business” the previous day. He assigns Outlook slots to all the things he needs to get done and then works out his priorities. His clients are in many different time zones, and he knows that when he shuts down in the evening, there will be a surge of late-night needs coming in from the US and also an early morning surge from Asia. This means that from about 5:30am when he starts work, he needs to reschedule a couple of tasks to fit his clients’ needs.  

With the time he is saving each day he is able to assign time to practice mindfulness in the form of a forest trail run or a dog walk.

Furthermore, Richard is using the Outlook function to build automatic buffers into meetings and conference calls, helping him declutter and ensuring he doesn’t stay in front of the hardware for extended periods of time.  

“Timeular is a superb extension to this and also a reality check. I’ve subscribed to my Timeular feed in Outlook on all devices, so I have now my plan but also my reality, which not only helps me make sure I’m spending appropriate amounts of time on individual projects but also gives me a correlation of what needs to be done and what took up how much time.”

More accountability and transparency

Since using Timeular, Richard has also noticed a massive boost in terms of time accountability and effective transparency. It helps him optimise his invoicing cycle and gives him more confidence in the way he structures projects. His billing process now takes 30 minutes less per client – “ a huge productivity bonus that gives me time for more effective administration work!”. This also provides his clients a better sense of deliverable timing. 

“I’d often researched systems – I think I get on better with Timeular not only because of what it offers but also because it’s fun to work with. I had looked at alternatives and I’m very happy to have chosen this system. Timeular protects time from its worst enemy in the shape of time-wasting and lack of focus” 


BIO

Richard Taylor is the owner of Graphic Strategy, a technology and strategy consulting company.

Finding joy in time tracking

Timeular user Melissa works as a Senior Analyst at a busy hospital. Her role requires her to switch between projects throughout the day, making it a challenge to remember exactly how much time is spent on a particular task. Back-to-back meetings and team working sessions makes time time tracking even more challenging.

“ I always felt I was spending too much time trying to remember how exactly I spent my time for each client.”

Losing control of time

Melissa starts her day with the most important tasks in mind. Projects and their priorities tend to fluctuate, and she often finds herself pushing tasks aside to focus on another. As a result, she often totally forgets about tracking what she has done. At the end of the week, she often was frustrated because she couldn’t recall the accurate time spent on her different trading partners. This made her feel anxious. 

Regaining control with Timeular

Since adopting Timeular to track her time, it’s now easier than ever for Melissa to see exactly where her time goes. Melissa also customised here Timeular Tracker with Van Gogh art to keep her motivated during the day.

“I am not one that finds joy in tracking my time. Thankfully, I can now simply flip the Timeular Tracker.”

Being mindful about your time

The benefits of using Timeular have been far reaching in her professional life. Melissa has a better understanding of where her time is spent. And most of all, she is confident with being accountable for her time. 

“I am more mindful of my time…I guess it is not the in-the-moment mindfulness. However it does allow me to be present with my work.”

At the end of the week, she likes seeing how much time she spent on each of the activities, helping her better plan her work for the following week.

“This helps with providing better estimates so we know how accurate it is when it comes to billing our trading partners and the downstream data exchanges.”

Did Timeular have a positive impact on your life? We would love to hear your story!

Taking control of time

For anyone in Poland looking to build a high performing recruitment team, consultant Kasia Tang is usually your first port of call. As a trainer to recruiters, she helps ambitious companies source and attract the right person for the right role, helping them navigate the myriad productivity tools along the way.

As an independent and in-demand consultant, Kasia was keen to understand exactly how she spends her time – and on what activities – in order to help plan future work. When a day slipped by that felt unproductive, without being equipped with time data, there was little Kasia could do to change it. “I felt like I wasn’t productive at all. It was very easy to get sucked in by social media instead of doing any meaningful work. I couldn’t recall later what I was doing. My calendar was technically filled in, but I knew that often it wasn’t actually the true representation of what I ended up doing.” When she discovered Timeular by chance on Facebook she decided to invest in a Tracker – a gift for her future self.

Timeular is the easiest way to track time, see where it goes and take action to be more productive. The 8-sided physical Timeular Tracker makes time tracking simple to collect, minute-precise and with fewer forgotten or lost entries – all without a manual spreadsheet in sight. The Tracker automatically populates a timesheet in the Timeular app and the underlying data turned into meaningful insight.

Taking control of her time

Reflecting the multitude of tasks a busy consultant works on daily, Kasia assigned activities including blogging, personal development, conference work and preparing training materials to her Tracker. Of the 8, some contribute directly to how much Kasia earns and others can be some as “just busy work”. Tracking her time, Kasia knows her ideal number of hours per day, though being familiar with productivity techniques she knows which levers to pull to carry on when in the zone or when to stop if a day isn’t going to plan.

“If I schedule anything in my calendar, I use Timeular to see if I actually followed through with my existing plan.”

With Timeular, Kasia now has a clear picture of where her days go, enabling her to answer questions such as “how much time do I need to prepare for this conference?” and better, she knows the relationship between personal & professional development and time she spends delivering training. “This will allow me to chose the right deals and events in the future, where the ROI is high”, she says. Furthermore, the physical Timeular Tracker helps her stay focused at one task and keeps her away from checking her phone too much.

Suffice to say, Timeular is an important tool in Kasia’s professional and personal development repertoire. Aside from her to-do list, it’s the only productivity tool she uses.

For others looking to emulate Kasia’s approach with Timeular, she’s got these tips:

  1. Make sure you’re tracking the right activities (Kasia keeps them high level and uses tags and notes to add granularity)
  2. Use the Tracker so that you don’t get distracted by your phone
  3. Set aside 5-10 minutes every day to see how you did and think what you could do tomorrow to be more productive
  4. Analyze time spent on activities vs outputs

Learn more about Kasia Tang’s recruitment training consultancy.

How Ricola use Timeular

For many, the word “Ricola” conjures the image of a Swiss alphorn player and his colleague calling out “Riiiicccoooollaaaa” amongst a backdrop of stunning Swiss mountain range. Today over 500 people work for the Swiss herb company, providing consumers the world over with their ever-popular products – indeed, the original herb sweet recipe remains unaltered since 1940.

Like all forward-thinking organisations, the office team at Ricola were keen to capture where their time is spent in order to objectively identify perceived time-wasting activities and to have the data they need to make positive changes. The team also needed to provide a simple management-friendly report to provide transparency over time spent on various innovation projects.

It was at this point that they learned of Timeular and embarked upon a 3-month data-collecting and learning period.

Timeular is the easiest way to track time. The 8-sided physical Timeular Tracker makes time tracking simple to collect, minute-precise and with fewer forgotten or lost entries – all without a manual spreadsheet in sight. The Tracker automatically populates a timesheet in the Timeular app and the underlying data turned into meaningful insight.

Using the full suite of Timeular products (Tracker, desktop and mobile apps) so as to ensure everyone can track, analyze and improve according to their platform preference, the team at Ricola have already started to see potential for where time can be optimized – meetings, for example.

Team members are also seeing the personal benefit of Timeular, with feedback that the Tracker is helping make individual task and project time more focused, and people are finding themselves switching tasks less often (even if some were skeptical to start with).

Learn more about using Timeular for your team

7 productivity podcasts you need to listen to

With an ever increasing volume of digital distractions at our disposal, it’s easy to lose focus and for time to feel like it’s slipping away. Help is at hand though, with productivity experts and life coaches increasingly using podcasts to share advice and inspiration to get you back on track. Here’s our pick of some of the best podcasts that will help you find greater balance and achieve your goals.

1. Beyond the To-Do List

Beyond the To-Do List features interviews with people who use productivity strategies in their work and personal lives. The interviewees share experiences and the lessons they’ve learned along the way.

The tips and strategies will help you maximize your productivity in both your professional and personal life. Learning from the direct experiences of people who have overcome challenges makes this podcast one of the best out there.

2. The Productivityist

A podcast with a name like this will tell you why it’s one of the most popular productivity podcasts around. The host Mike Vardy is a productivity enthusiast who examines the techniques used in tactical time management. The podcast features interviews with entrepreneurs, CEOs, psychologists, and authors, sharing their experiences of how to effectively manage time.

Some of the themes covered include productivity while homeschooling, keeping track of productivity data, and mindfulness.

3. The 5 AM Miracle

If you’re looking to take charge of your day before breakfast, then The 5 AM Miracle podcast will help you jump-start your day and put you on the path to becoming ultra-productive

The enthusiasm of host Jeff Sander will inspire you to develop powerful morning habits based on his experience as a successful entrepreneur, vegan, and marathon runner.

The podcast is designed for high achievers used to rising early, but you can listen to it at any time of the day. You’ll still get valuable advice on personal development, sleep, maximizing your energy and productivity levels, and incorporating healthy habits into your life.  

4. The Productive Woman

While The Productive Woman is designed to help busy women become more productive in different areas of their life, many of the lessons shared in this podcast are relevant to men too.

The shows share guidance on how to better manage your time and achieve personal goals. There are over 200 episodes to get through, helping you to work smarter and not harder.

5. The Tim Ferriss Show

The Tim Ferriss Show has been ranked as one of the best business podcasts, covering a wide range of topics including how to be more productive and maximize your results using the least effort.

Tim Ferris, has also authored “The 4-Hour Week”, a book that he uses on his podcast to teach people how to minimize their workweek and maximize their fitness. Newsweek has referred to him as the best human guinea pig in the world!

Tim always makes the time in his podcasts to discuss productivity and personal habits with guests, regardless of the topics under discussion.

6. Getting Things Done 

Getting Things Done is the perfect podcast for individuals looking for inspiration on how to organize their lives and increase productivity. David Allen, the podcast’s host, shares tips and advice on maximizing productivity to achieve success.

Allen has also authored the book “Getting Things Done: The Art of Stress-Free Productivity”. The themes he discusses in this bestselling book include organizational and personal productivity. These themes are also discussed in the podcast and can help improve your personal and professional welfare.

7. Productivity Masterminds Podcast

The Productivity Masterminds Podcast is the perfect starting place to get a an overview of the different approaches to productivity out there. People from various professional backgrounds have been interviewed to share insights into how they manage their time and improve productivity.

The episodes are only between 10 and 20 minutes long – so perfect to integrate into your daily routine. Tthere’s also an episode with Timeular’s CEO Manuel Bruschi, which will provide you with more information about Timeular and how Manuel structures his week.

Find your balance

With the hustle and bustle of everyday life, it’s easy to lose track of your priorities. Listening to productivity podcasts can help put you back on track and find the balance we all strive for.


Michael Gorman is a UK based writer whose areas of interest include science, technology and social sciences.

The art of saying no

Working as a Teaching Assistant and Graduate Candidate at Drexel University in Philadelphia, PA, everyday is full of different tasks and challenges around time management for Meghan Barrett. It was this that first got her using Timular, finding out how much time she spends on each part of the research process, and how much time other things (teaching, service, outreach, mentorship, social) that aren’t part of her research goals take up in her day.

Making sure not being “over budget”

Meghan faced a lot of stress ensuring she was not “over budget” on teaching hours (she only has 20 hours allocated a week) which are often perceived as cutting into her research time. She was also also interested in knowing how long she needs to spend on certain activities for them to feel productive. For example, is 25 minutes a day enough time for writing or does she need to structure her day to set aside two hours to make progress?

The day of a researcher

The first part of her week are taken up by teaching, meetings and service-related tasks with tightly scheduled, back-to-back activities. She leaves Thursdays and Fridays free to undertake research and do other tasks, as it can be difficult to work on research tasks in short bursts of time. Many lab experiments take several hours to run and it helps to have longer periods when focusing on data analysis and writing.

She structures her days the following way:

  • 1. Referencing a continually updated, prioritized list of tasks from class A to C (most urgent to least).
  • Taking class A in hand, she maps out about how long she thinks each one will take (multiplied by 1.5) in a paper scheduler, blocking out time for each activity until the day is full.
  • To keep motivated, Meghan puts more rewarding activities after less rewarding ones to help “mentally push through”. 

She then starts tracking the following activities:  Writing Grants, Writing Publications, Lab Work  (broken down by project name), Mentorship, Outreach, Service, Seminars/Meeting Attendance, Background Literature Reading, Social Activities, Teaching/Grading.
(Read more about how you can create sub-activities here.)

The art of saying no

Seeing the analytics at the end of the week, Meghan is able to show her teaching and research mentors exactly how much time she has spent on things “so I can be fair when I say ‘no more grading this week, I’m at my time limit’.”

The data also helps her realize when her priorities are out of whack and she needs to start saying no to additional service or outreach (which she really enjoys). If she sees she’s spending too little time on her main task, she makes changes to her schedule and activity lists based on real data. 

“As a scientist, I love the analytical reports from Timeular and I value having real-time feedback where I can analyze my time spent over lots of different timescales and see if changes I’m making in my schedule have actually changed my output to better match my priorities.”

Timeular for universities

Meghan believes that Timeular is a great investment for universities who want to help students track their actual time spent on each task. 

“Graduate students and faculty are notoriously overworked, but a lot of those commitments end up being things we don’t get ‘credit for’ by our bosses (especially service, like committees that help the university function and can take a lot of time).”

Getting accurate data on how little time is actually spent on the work the university claims to value most (research) can help restructure departments to reduce unnecessary load and rethink own work structures. 

“I really struggle saying no to service/outreach activities. Timeular has helped me value my limited time by showing me, when I prioritize those things too much, I really do hurt my research progress and my career goals. This has pushed me to develop more ‘say no’ skills.”


Bio

Meghan Barrett is a Teaching Assistant and Graduate Candidate at Drexel University in Philadelphia, PA. She works in the Biology Department and engages in research on the thermoregulation and neuroanatomy of native bees.


Did Timeular have a positive impact on your life? We would love to hear your story!

107% happier and second-highest billable hours since 2012

estimated reading time: 2 min

For years Gordon used a browser tool to track time. This was not only inconvenient but also a lot of effort. The Timeular Tracker now is easier to use and “way cooler”. He also uses the device as a nice conversation starter from time to time.

Tracking different “types” of tasks

Gordon starts his day with two 2-hour quiet-time blocks with a half-hour break between them. These are his high-grade production hours for the day. Afterwards he spends his afternoon crushing small tasks, responding to emails and organizing ducks.

All these tasks he has brought together in the 8 sides he tracks: Administrative, Business Development / Learning, Personal, Press Managed, Pro Bono / Trade, Production, Sales / Networking, Support.

“They are the different ‘types’ of time I spend each day.” Reviewing past data allows Gordon to see what proportion of his time is spent on production vs. support, administrative vs. Business Development, etc.

107% happier and highest billable hours

Time tracking doesn’t have to be a burden. Indeed, it can be a pleasure: Flipping the Tracker makes Gordon “107% happier” – well, if that’s not a nice outcome. The physical reminder to track his time makes it easier for him to not forget about it. Additionally, he likes looking at his past data to identify which tasks need more attention and which he should delegate. 

“I find it encourages me to do more billable hours because I keep trying to “run up my stats”.  Last week I had the second-highest billable hours I’ve ever recorded (since January 2012).”

Gordon’s tip: how to know which side is “up”

Here’s a challenge I had: It’s easy to confuse which way is “up”. I put my 4 most common tasks above the seam. Then I outlined each of those 4 sides with a marker. This lets me quickly know which side is UP, making it much easier to find the side I’m looking for.


BIO

Gordon Seirup is the owner of Copper Leaf Creative, a website strategy and WordPress development company. He has been using Timeular for 1 year.